About the Client
A keynote speaker, writer, mindfulness educator, and leadership advocate whose work focuses on culture, belonging, emotional intelligence, leadership, hospitality, and human-centered connection.
Her business has historically grown organically through referrals and speaking engagements. As she expands her outreach efforts, she is now seeking a proactive and strategic Virtual Assistant who can support lead generation, outreach, appointment setting, and relationship nurturing to help build a stronger and more consistent speaking pipeline.
The ideal VA should understand relationship-based outreach rather than aggressive sales tactics and should align with Shelley’s warm, authentic, and human-centered communication style.
Position Overview
We are looking for a highly proactive, organized, and relationship-driven Virtual Assistant with experience in lead generation and outreach for keynote speakers, coaches, consultants, or similar service-based professionals.
The VA will help identify speaking opportunities, conduct targeted outreach, assist with appointment setting, maintain prospect tracking, and support follow-up communication with leads generated through speaking engagements and networking opportunities.
This role is ideal for someone who understands nuanced outreach, values authentic human connection, and can communicate professionally while matching the client’s energy and tone.
Core Responsibilities
Lead Generation & Research
- Research and identify relevant:
- women’s events
- conferences
- leadership summits
- state associations
- national associations
- corporate events
- speaking opportunities
- Build and maintain organized prospect lists using spreadsheets or simple CRM systems
- Research decision-makers and event organizers
- Identify high-quality speaking opportunities aligned with Shelley’s expertise and target audience
Outreach & Relationship Building
- Support personalized outreach efforts primarily through:
- email outreach
- phone outreach/cold calling (if applicable)
- Assist in drafting authentic, relationship-driven messaging and scripts
- Conduct soft-sell outreach aligned with Shelley’s voice and brand
- Help nurture relationships rather than using transactional sales approaches
- Follow up with leads consistently and professionally
Appointment Setting
- Coordinate introductory calls or speaking inquiries
- Support booking conversations with potential event organizers and clients
- Manage follow-up touchpoints and reminders
Lead Nurturing & Follow-Up
- Send thank-you follow-up emails after speaking engagements
- Assist with post-event nurturing campaigns
- Maintain organized contact lists from:
- QR code sign-ups
- speaking events
- referrals
- networking opportunities
- Help convert warm leads into future speaking opportunities
Administrative & Future Growth Support
Potential future responsibilities may include:
- Newsletter support
- Email marketing assistance
- Contact list management
- Basic WordPress assistance
- Audience/community management
- CRM or systems setup recommendations
Preferred Candidate Profile
The ideal VA should:
- Have prior experience supporting keynote speakers, coaches, consultants, or thought leaders
- Understand relationship-based sales and outreach
- Be highly proactive and resourceful
- Have strong communication and interpersonal skills
- Be comfortable with nuanced, personalized outreach
- Be organized and detail-oriented
- Be confident conducting research independently
- Match Shelley’s warm, energetic, and authentic communication style
Required Skills & Qualifications
Required Skills
- Lead generation
- Prospect research
- Outreach support
- Appointment setting
- Email communication
- Relationship nurturing
- Follow-up management
- Spreadsheet organization
- Strong written English communication
Preferred Skills
- Experience supporting speakers or public figures
- Sales or business development background
- Cold outreach experience
- WordPress familiarity (nice to have)
- Email marketing knowledge
- CRM familiarity
- Relationship-based sales approach
Tools & Platforms
Current tools/systems:
- Excel/Google Sheets
Potential future tools:
- CRM systems
- Email marketing platforms
- WordPress
- Newsletter tools
The client currently operates with minimal systems and is open to suggestions from experienced candidates who can help improve workflow and organization over time.
Personality & Communication Preferences
The ideal VA should be:
- Energetic
- Authentic
- Warm and personable
- Proactive
- Professional without sounding overly corporate
- Strong in relationship-building
- Comfortable adapting to Shelley’s tone and communication style
The client highly values human connection and authentic communication.
Important Client Notes
- Client strongly prefers candidates with experience working with keynote speakers
- Organic relationship-building is prioritized over mass outreach
- The client values sales-driven results over social media marketing
- The client writes her own content and is not seeking social media management support
- Focus is primarily on:
- lead generation
- outreach
- appointment setting
- relationship nurturing
- Client is open to candidates who can provide ideas and recommendations for systems/process improvements
- Flexible timezone preferred with potential overlap hours when needed
- Candidate references from similar industries would be highly valuable